An arrival inspection establishes the accommodation's condition and whether the agreed essentials are available. It should be quick enough to use after travel and precise enough to resolve a later disagreement. It is not a substitute for a specialist property inspection or an assessment of technical safety.
An arrival inspection establishes the accommodation's condition and whether the agreed essentials are available. It should be quick enough to use after travel and precise enough to resolve a later disagreement. It is not a substitute for a specialist property inspection or an assessment of technical safety.
Use the actual accommodation specification and inventory. List the access arrangements, essential furnishings, appliances and services that were promised. Include the provider's support contact and the method for submitting photographs or reporting discrepancies.
Decide who performs the check: the accommodation coordinator, the resident or another appointed person. Explain that technical concerns should be reported through the appropriate route rather than investigated by an unqualified occupant. Provide relevant emergency instructions separately.
Confirm that the resident can enter the building and unit using the agreed process. Check that the supplied access credentials match the booking and that instructions for reporting a problem are available. Then compare the accommodation with the confirmed unit type and essential requirements.
Record missing inventory and visible pre-existing damage in a clear, dated format. Ask the provider to acknowledge the record. Avoid collecting photographs that unnecessarily include personal documents or other residents' belongings.
A missing decorative item and a failure of an essential agreed service require different responses. Use the provider's agreed escalation process and the organisation's accommodation coordinator to decide the next step. Do not let a long checklist delay reporting a material problem.
For example, an employee may arrive in a unit with the correct layout but an unusable agreed workspace and no working connectivity. Record the specific discrepancy and the provider's proposed remedy. Whether an alternative arrangement is acceptable depends on the employee's needs and the contract, not on whether the supplier labels the issue minor.
Maintain a short list of open items, the responsible party and the agreed correction date. When an item is resolved, record what changed. Do not erase the original observation; the history can explain a later billing or condition dispute.
Retain the acknowledged arrival record with the booking and use it during departure reconciliation. Over time, repeated discrepancies can reveal weaknesses in the provider's preparation process. Feed those findings into future booking decisions instead of treating every arrival as an unrelated event.
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